Agenda and draft minutes

Governance and Audit Committee
Wednesday, 28th June, 2017 7.00 pm

Venue: Council Chamber, Cecil Street, Margate, Kent

Contact: James Clapson 

Items
No. Item

1.

Apologies for Absence

2.

Declarations of Interest

    'To receive any declarations of interest.  Members are advised to consider the advice contained within the Declaration of Interest Form attached at the back of this Agenda.  If a Member declares an interest, they should complete that form and hand it to the Officer clerking the meeting and then take the prescribed course of action.'

     

    Minutes:

    There were no declarations of interest.

3.

Minutes of Previous Meeting pdf icon PDF 112 KB

4.

External Audit 2016/17 Audit Plan pdf icon PDF 1 MB

    Minutes:

    Darren Wells, Grant Thornton UK LLP introduced the audit plan, advising that the Plan provided an overview of the planned scope and time scales for the year ending 31 March 2017 audit.

     

    During consideration of the item it was noted that:

    ·  The Council would consider income generation opportunities from renewable energy generation, for example solar panel installations on top of multi-storey car parks.

    ·  Within the ‘Understanding your business and key developments’ heading, the reference to Manston Airport should be amended to Stone Hill Park.

     

    Members noted the report.

5.

Annual Internal Audit Report pdf icon PDF 116 KB

    Additional documents:

    Minutes:

    Christine Parker, Head of the East Kent Audit Partnership (EKAP) introduced

    the report which provided Members with a summary of the impact of the work of the East Kent Audit Partnership (EKAP) for the year up to 31 March 2017.

     

    Councillor Crow-Brown spoke under council procedure rule 20.1.

     

    During consideration of the item, it was noted that:

    ·  EKAP worked with managers to ensure actions resulting from audits were stretching but achievable. 

    ·  In some cases, staff turn-over had contributed to the failure to implement audit recommendations.  This had been addressed by:

    o  The allocation of a director as responsible for each audit that achieved limited or no assurance.

    o  The regular monitoring of progress to implement incomplete audit recommendations at senior management meetings.

    o  The successful employment of permanent staff in roles that had previously had interim or temporary staff in position.

    ·  Since the follow up audit of complaints monitoring, new processes had been implemented that addressed the audit recommendations.

    ·  Trevor Kennett, Head of Operational Services, advised that, open spaces had been impacted by staff turn-over, however there was now a permanent open spaces manager in position who would address the recommendations still incomplete at audit follow up.

    ·  Penny Button, Head of Safer Neighbourhoods advised that all incomplete actions highlighted in the Safeguarding follow up audit had been implemented.

     

    Members noted the report.

     

6.

Quarterly Internal Audit Update Report pdf icon PDF 103 KB

    Additional documents:

    Minutes:

    Simon Webb, Deputy Head of the EKAP, introduced the report noting that there had been seven internal audit assignments completed during the period; five achieved substantial assurance and two achieved a limited assurance.  There had also been nine follow up reviews completed.

     

    During consideration of the item it was noted that:

    ·  Improvements made regarding project management were expected to result in an increased assurance rating when a second follow up review took place later in the year.

    ·  Trevor Kennett addressed Member’s concerns that street cleansing remained at limited assurance after follow up review.  Mr Kennet advised that:

    o  The department accepted all the recommendations made by the EKAP  and were working towards their implementation.

    o  The Council worked to the DEFRA code, however it was intended that after consideration by the corporate management team, Cabinet would be officially asked to agree to the codes service standards.

    o  The permanent staff now in post had a clear understanding of what was required to meet the audit recommendations and the management responses detailed in annex 1 were to be reviewed.

    ·  The Local Code of Corporate Governance was available on the website, and a review of website functionality was underway to make the website easier to use.

    ·  Museums remained at limited assurance after follow up as cataloguing of museum items had not been completed.  Rob Kenyon, Director of Community services had been in discussion with the museums and volunteers about what assistance could be offered.

     

    Members noted the report.

7.

Corporate Risk Register - Annual Review pdf icon PDF 199 KB

    Minutes:

    Tim Willis, Director of Corporate Resources and Section 151 Officer, introduced the report which provided an annual review of corporate risks and included a quarterly update of progress since the last meeting.

     

    During consideration of the item it was noted that:

    ·  The names shown at paragraph 3.1 of the report within the table could be displayed in a more formal format.

    ·  Based on currently available information, the Council was assured that all relevant health and safety standards had been met regarding fire safety at the six tower blocks in the district. 

     

    Members noted the report.

     

     

8.

Draft Annual Governance Statement 2016/17 pdf icon PDF 155 KB

9.

Annual Governance Statement Action Plan Quarterly Update pdf icon PDF 150 KB

10.

Annual Treasury Management Review 2016/17 pdf icon PDF 443 KB

11.

Draft Audit Committee Assurance Statement pdf icon PDF 152 KB